Migrate from Keka to Crelate

Keka Hire Candidates map to Crelate Contacts. We map candidate name, email, phone, current company, current designation, and source channel directly. Keka's candidate profile links to the four-tier org hierarchy (Legal Entity, Business Unit, Department, Location) which Crelate does not model natively; we capture all four tiers as custom properties on each Contact record (e.g., keka_legal_entity__c, keka_business_unit__c, keka_department__c, keka_location__c) so the customer's team can reassign them post-migration. Keka candidate status (Active, Hired, Rejected, On Hold) maps to Crelate Contact status fields.

Keka Hire Job Requisitions map to Crelate Job Orders. We map requisition title, department, location, employment type (full-time, part-time, contract), and hiring priority directly. Keka's requisition status (Open, On Hold, Filled, Cancelled) maps to Crelate Job Order status. The Keka requisition owner maps to the Crelate recruiter assignment. Job Order creation in Crelate must precede any candidate placement mapping.

Keka introduced Position-level tracking in late 2024 as sub-units within Job Requisitions. Multiple Positions per Requisition (e.g., three software engineer openings in one requisition) map to Crelate Job Order Line Items. We sequence Position migration by Keka's creation timestamp to preserve the late-2024 positional data in correct chronological order. Each Line Item carries the parent Job Order reference and the individual Position's hiring target count.

Keka's Candidate-to-Requisition association (the application record) maps to Crelate's Job Order Placement linking the Contact to the Job Order. We preserve application date, current stage in the hiring pipeline, and rejection reason if applicable. The mapping resolves the candidate Contact ID and Job Order ID at migration time.

Keka Hire Scorecards capture interviewer evaluations against defined criteria with rating bands. Crelate uses Activity Forms with field mappings that copy question responses to Contact or Job Order fields. We map each Keka scorecard criterion to a Crelate form field, preserving the original band label (e.g., Exceeds, Meets, Needs Improvement) as a text value rather than a numeric rating since band naming is configurable per cycle. The customer reviews and confirms the field mapping configuration before migration.

Keka interview feedback notes and interviewer comments map to Crelate Activity records linked to the Contact and Job Order. Interview date, interviewer name, interview type (phone screen, technical, cultural, final), and feedback text all transfer. We resolve the interviewer as a Crelate user by email match; any unmatched interviewer is stored as a text property for manual assignment post-migration.

Keka Hire Job Workflows and Global Workflows are configuration-based automation objects tied to pipeline events (stage entry, candidate action, approval trigger). These do not migrate as code. We deliver a written inventory of every active Keka workflow with its trigger event, stage conditions, action sequence, and approver assignments, with a recommended Crelate workflow equivalent. The customer's recruiting lead rebuilds them in Crelate's workflow builder post-migration.

If Keka Employee records were used as referral sources in the hiring module, we identify them by checking for a referral_source flag or matching against the employee's profile email. We map the referring employee as a Crelate Contact with a referral flag property set to true, preserving their department and designation from Keka for reporting on referral source effectiveness.

Keka enforces a four-tier hierarchy (Legal Entity, Business Unit, Department, Location) on Employee records. Crelate does not have a native hierarchical org model. We decompose the full four-tier path for each candidate (e.g., 'Acme Corp | North America | Engineering | Bangalore') and store it as a concatenated property keka_org_path__c plus individual tier properties for filtering. The customer decides how to restructure org assignment in Crelate after migration.

Keka stores candidate documents including resumes, offer letters, and supporting files. We export each document as a binary blob and attach it to the corresponding Crelate Contact record. Document type is preserved as a label (Resume, Offer Letter, ID Proof) so that Crelate users can filter by attachment type. Document custom fields from Keka map to text properties on the Crelate Contact.

If Keka's CRM module tracked client companies separately from candidate employers, those Company records map to Crelate Companies. We map company name, website, industry, size, and address fields directly. The Company-Contact relationship is preserved so that a candidate's current or prior employer is linked in Crelate's CRM graph.

Keka's multi-step approval chains for requisition submission and offer approval are workflow configurations, not data records. We document each approval chain's steps, approver roles, escalation rules, and timing conditions as a written handoff for the customer's admin. Crelate's approval workflows are rebuilt manually using its workflow builder or automation features.